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Home My WebLink About10 Board Roomenda Item # CONSENT To: Board of Directors From: Kathleen Neus Date: November 04, 2015 Subject: Upgrade District Board Room Video System 1. WHY THIS MATTER IS BEFORE THE BOARD Board approval is required for expenditures in excess of $15,000. 2. HISTORY 10 District staff began upgrading the audio equipment in the Board room due to deficiencies and age in 2011. 3. NEW INFORMATION The Board Room video system is old, out dated and in need of replacement. Bill Proud of Proud Audio -Visual, specialists in audio-visual system had designed and installed the audio portion of the Board Room recording system. As this is a specialized area and for the sake of continuity of equipment and the overall system it is recommended that Proud Audio -Visual purchase and install the recommend equipment. A copy of the proposal is included with this staff report. Normally, the Public Contract Code would require that the District competitively bid these purchases. However, the Code (Section 3400) allows for the sole source purchase of equipment "In order to match other products in use on a particular public improvement." The code section requires that the awarding authority (the District) make a finding that such a sole source purchases are necessary. 4. FISCAL IMPACT Sufficient funds exist within the FY15 budget. Funds for this project will come from the Electric Department General Fund. 5. RECOMMENDATION Award a contract to Proud Audio -Visual for the purchase and installation of a digital video system for the District Board room totaling $25,678.01 plus a 10 percent change order allowance for an amount not to exceed $28,245.81. Michael D. Holley General Manager Page 1 of 6 tiZJEFZP Au,da=RuaLV�l Specialists In Audio -Visual System Design And Integration 11353 Sunrise Gold Cir. Unit A Rancho Cordova, CA 95742 Phone:800.875.9121 Fax: 916.728-29 10 Contractor License #845056 Shanna Kuhlemier Truckee Donner Public Utility District 11570 Donner Pass Road Truckee, CA 96160 Subject: VIDEO PRESENTATION SYSTEM UPGRADE Truckee Donner Public Utility District — Boardroom Shanna, Truckee Donner Public Utility District Proposal #:1878 8-18-15 Per the site meeting, I have prepared this proposal to implement the required digital video system upgrades for the Boardroom. This proposal includes the scope of work, system implementation, system costs, and schedule. I look forward to receiving your authorization to proceed. SCOPE OF WORK Proud AV, Inc. will furnish all Labor and Materials necessary to provide a fully functionally Audio Visual System. Boardroom MAIN DISPLAY SYSTEM: • (1) Panasonic 4800 Lumens 1920 x 1200 Projectors to be ceiling mounted. • (1) Dalite 58" x 104" Advantage Electrol Recessed Motorized (119"Inch Diag.) Projection Screen • (1) Crestron Digital Presentation Switcher to be installed in AV rack. • Pull/Terminate Control and Video Cables. WIRED PRESENTATION INPUTS: • (1) VGA/HDMI Floor Plate — At the staff table. • (1) Apple TV (OFE) WIRELESS PRESENTATION INPUTS: • Wireless HDMI Connection to the System — Install (1) Barco CSM-1 wireless presentation system w/ (2) USB-powered 5GHz wireless video transmitters. This system makes it possible to transmit wireless HDMI w/ audio to the system from a laptop anywhere in the room. Proud Audio Visual ww%v.ProudAudio.com Main: 800.875.91211 Fax: 916.728.2910 The information in this proposal is confidential and is intended for client review only, not to be used for RFP or RFQ purposes. Page I of 5 Page 2 of 6 Truckee Donner Public Utility District Proposal #:1878 8-18-15 CONTROL SYSTEM: We will provide customized Crestron control system programming to allow for simple intuitive control of the entire system to be down through an owner furnished iPad connected to the Wi-Fi network. When a source selected the available transport controls will pop up and the source will be routed the displays. (A static IP address is will be provided by the network administrator for the control system CPU). • For redundancy, control of the system can also be done through e-Control software installed on any Windows Based PC connected to the network. • A Crestron table docking station will be provided for charging the (OFE) iPad. The (OFE) iPad control interface will have the following control functions: • Projector ON/OFF • Screens UP/DOWN • VGA/HDMI Staff Table Plate - Source Select • Barco ClickShare — Source Select • Apple TV (OFE) — Source Select + Transport Control • Program Volume UP/DOWN/MUTE • Microphone Volume UP/DOWN/MUTE (OFE) = Owner Furnished Equipment. DESCRIPTION OF WORK TO BE PERFORMED: 1) Remove existing ceiling mounted projector. 2) Open up soffit to remove existing motorized screen. 3) Install new Dalite 58" x 104" Advantage Electrol into soffit 4) Patch sheet rock around new screen. 5) Connect power to new screen. 6) Install new ceiling mounted Panasonic projector.. 7) Pull and Terminate new HDMI video to projector. 8) Install new Crestron presentation switcher in AV rack. 9) Install new Barco ClickShare receiver in AV rack 10) Install new Crestron DM HDMI/VGA video transmitter at the staff table.. Proud Audio Visual wivw.Proud audio.com Main: 800.875.91211 Fax: 916.728.2910 The information in this proposal is confidential and is intended for client review only, not to be used for RFP or RFQ purposes. Page 2 of 5 Page 3 of 6 Truckee Donner Public Utility District Proposal #:1878 8-18-15 SYSTEM COSTS Equipment & Materials Subtotal : $17,070.19 CA Sales Tax: $1,429.63 Shipping & Handling: $426.75 EQUIPMENT & MATERIALS TOTAL: $18,926.58 TECHNICAL SERVICES LABOR TOTAL: $6,751.43 TOTAL: $25,678.01 PAYMENT TERMS • 30% Deposit • 30% Upon Delivery Of Equipment • 40% Due Upon Completion All Invoices will be paid NET 30. On approval of this proposal, please forward a copy of the signed last page to me. Work will proceed on receipt of a signed copy of this proposal, purchase order and a deposit check. CHANGE ORDERS Change orders requiring any equipment to be returned are subject to a 20% restocking fee plus shipping & handling charges. ATTORNEY'S FEES In the event the parties become involved in any court action or litigation with each other arising out of this Contract or other performance thereof in which the services of an attorney and/or other consultants are reasonably required, the prevailing party shall be fully compensated for the cost of its participation in such proceedings, including the costs incurred for attorneys' fees and consultants' fees. Unless judgment goes by default, the attorneys' fee and consultants' fee award shall not be computed in accordance with any court schedule, but shall be such as to fully reimburse all attorneys' fees and consultants' fees actually incurred by the prevailing party, in good faith, regardless of the size of the judgment, it being the intention of the parties to fully compensate the prevailing party for all attorneys' fees and consultants' fees paid or incurred in good faith. Proud Audio Visual w-ttiiv.ProudAudio.com Main: 800.875.91211 Fax: 916.728.2910 The information in this proposal is confidential and is intended for client review only, not to be used for RFP or RFQ purposes. Page 3 of 5 Page 4 of 6 SCHEDULE We anticipate completion of the project on the following schedule: • Receipt of Client authorization to proceed • Lead Time For Arrival Of Equipment & Materials • On Site Installation • System Programming, Tuning & Adjustments • Final Acceptance & System Training Truckee Donner Public Utility District Proposal #:1878 8-18-15 TBD 2-3 Weeks 3 Days 2 Days 1 Day Work in room will be scheduled for full consecutive 8 hours days Monday — Friday 8am to 5pm. The installation will be completed in phases to minimize down time between meetings. We will work with you to finalize a schedule that meets the implementation requirements of the project. EXCLUSIONS The following work is not included in our scope of work: • Conduits & Electrical Boxes • Weather Protection Speaker Enclosures • Digging Trenches For Cables • Removal Of Existing Speakers and Poles • Removal Of Existing Projection Screens • Permits (unless specifically provided for elsewhere in the contract). • Acoustical Wall Treatments • T-Bar Ceiling Modifications Proud Audio Visual www.ProudAudio.com Main: 800.875.91211 Fax: 916.728.2910 The information in this proposal is confidential and is intended for client review only, not to be used for RFP or RFQ purposes. Page 4 of 5 Page 5 of 6 Truckee Donner Public Utility District Proposal #:1878 8-18-15 STANDARD WARRANTY The Proud Audio Visual standard warranty on workmanship (Install Labor, Cable & Terminations) is (90) days from Final Acceptance. All manufacturers' warranties will begin at Final Acceptance, and are subject to their respective terms and conditions. Most equipment in this proposal offers a one year parts and labor warranty. This Warranty excludes damage to system components caused by, acts of God, abuse or damage caused by the miss-use/operation or handling of equipment, wear and tear items such as lamps and filters. SUMMARY We are confident that our participation on this project will contribute to its ultimate success. We appreciate the opportunity to submit this proposal package and look forward to your authorization to proceed. Please feel free to contact me anytime if you have questions. Sincerely, Bill Proud, CTS Proud Audio Visual Main: 800.875.9121 Cell: 916.835.0223 Fax: 916.728.2910 bill@ProudAudio.com www.ProudAudio.com Contractor License # 845056 AUTHORIZATION TO PROCEED By my signature, I indicate that I have read and accept, on behalf of my organization, the entirety of the above Scope of Work, and all of the Exclusions shown in this proposal, as they relate to the project. Accepted by: Signature: Date: PO#: Proud Audio Visual iN%i«.Proud.4udio.com Main: 800.875,9121 1 Fax: 916.728.2910 The information in this proposal is confidential and is intended for client review only, not to be used for RFP or RFQ purposes. Page 5 of 5 Page 6 of 6